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HomeMy WebLinkAbout09. Youth Advisory Committee AGENDA MEMO DATE: March 8, 2011 TO: Mayor and Members of the City Council FROM: Office of the City Manager By: Thad Phillips, Director of Community Services SUBJECT: FORMATION OF A YOUTH ADVISORY COMMITTEE RECOMMENDATION That the City Council approve the formation of a Youth Advisory Committee. DISCUSSION Council members requested that staff return to them with a proposal for a Youth Advisory Committee. City Staff has developed guidelines for a Youth Advisory Committee that would report to and advise the Recreation and Community Services Commission on youth issues. The Committee will promote leadership and serve as an introduction to City government. The Youth Committee shall consist of five (5) members to be appointed by the City Council from each of the five (5) Council districts. Members shall be enrolled in a high school located in the City of Downey and shall continue to live within the Council district from which they were appointed during their term. Monthly meetings will be held during the school year and the focus will be to discuss topics of concern to the youth of Downey, plan an annual student government day, schedule and prepare for volunteer events, provide information about the City to the youth and provide an opportunity for Downey youth to bring their concerns to a peer group. A Community Services Department staff member will be the liaison between the City and Youth Committee. The purpose of this Committee is to advise the Recreation and Community Services Commission on youth issues including Parks, Recreation, Social Services, Theatre and Transit. FISCAL IMPACT No Youth Committee members will receive compensation for their time served on the Committee. Funds needed for the Youth Committee will come from 10-4-4310-0140. Staff time to assist the Committee. Attachment: Youth Advisory Committee Guidelines and Application CITY OF DOWNEY, CALIFORNIA City of Downey Youth Advisory Committee Guidelines I. NAME The name of this Committee shall be the City of Downey Youth Advisory Committee (DYAC). II. PURPOSE The Committee’s purpose shall be to provide the City of Downey with vital input on teen issues while promoting greater involvement of youth in the community and municipal government. The Committee shall identify youth-related issues of concern and serve in an advisory capacity to the Recreation and Community Services Commission in recommending solutions as they relate to programs or projects in the City of Downey. III. AUTHORITY This Committee is created under the jurisdiction of the City of Downey Recreation and Community Services Commission. The Chair or Vice- Chair of the DYAC or his/her representative shall attend the Commission meetings, report recommendations and/or actions, and report back Commission’s directives to the DYAC. IV. MEMBERSHIP The Committee shall be comprised of five (5) voting members; The Committee shall represent a cross section of youth residing in the City of Downey. A. Appointments 1. Committee consists of 5 members, appointed by each Council Member and shall serve at the pleasure of the City Council member that appointed them. 2. Committee members enrolled in high school and entering grades 9 through 11 can be appointed for a 2-year term. 3. Appointments shall be either one year or two years. 4. Committee members may request and be reappointed for up to 2 terms of 2 years, with the exception of high school seniors or 18 year olds who may only be appointed for a 1 year term. B. Vacancies If a member is absent from a total of three meetings per fiscal year (July-June) without notice, his/her office shall automatically become vacant. DYAC vacancy is filled by the eligibility list, without Commission approval. Long-term absences, due to extenuating circumstances, may be excused by the Recreation and Community Services Commission. Such request must be submitted in writing to the Commission. C. Expiration of Terms Committee member terms begin on July 1st following their appointment at the May City Council meeting and expire either 2 years or 1 year from their appointment date on June 30th. . A replacement DYAC member term shall expire June 30 unless reappointed at the May City Council meeting. V. ORGANIZATION A. Meetings The Committee shall meet regularly each month during the school year. The Committee will select a meeting time and date convenient to most members and adhere to that schedule. The Chair will have power to call special meetings, but all members shall have at least three days notice for a special meeting. B. Officers At the July meeting each year, the Committee shall organize by electing a Chair, Vice Chair, and Secretary from its membership to serve for one year. Successful candidates must receive a majority vote of members present. Elected officers may be re-elected to serve in the same capacity for two consecutive years. 1. Duties: a. The Chair shall preside at committee meetings, shall represent the DYAC at various functions, and make necessary decisions affecting the Committee when a meeting is not possible. It is his/her responsibility to attend or send another committee member to represent him/her to all Recreation and Community Services Commission meetings. b. The Vice Chair shall assume the Chair’s duties in the absence or inability to perform said duties and in absence of the Chair attend or send another committee member to represent him/her to all Recreation and Community Services Commission meetings. c. In the absence or the disability of both the Chair and Vice Chair, the Staff Liaison shall chair the meeting. d. The Secretary shall record the minutes for each meeting; keep accurate record of attendance and notify the Chair and Staff Liaison of members missing three (3) total meetings. e. Staff Liaison shall be a member of the City of Downey staff assigned by the Director of Community Services. The duties shall include: Providing staff assistance as necessary for the conduct of the Committee’s business; and, act as the principal staff advisor. C. Rules, Regulations and Records All rules and regulations governing the Committee shall be approved by the City of Downey Recreation and Community Services Commission and shall be kept on file in the Office of the Director of Community Services.The Committee shall keep written record of its transactions, findings, and determinations. Copies of such materials, as well as Minutes of each meeting, shall be forwarded to the Staff Liaison. The designated principal staff advisor may recommend removal of a DYAC member as a result of derogatory or inappropriate comments; inappropriate behavior or failure to comply with the established guidelines. The recommendation for removal of a DYAC member must be approved by a 2/3 majority vote of the Recreation and Community Services Commission. Committee will operate under parliamentary procedure. D. Quorum A majority of the Committee members shall constitute a quorum for the transaction of business. The affirmation or negative vote of the majority of the members present shall be necessary for the final transaction of any business. E. Sub-Committees The Chair shall establish sub-committees, which are needed to successfully carry forth a DYAC project. The Chair shall appoint all sub-committee members from the DYAC. F. Amendments Amendments to these guidelines may be recommended to the City of Downey Recreation and Community Services Commission upon a 2/3-majority vote of the Committee members. Any amendments to said guidelines must be approved by the Recreation and Community Services Commission. Downey Youth Advisory Committee (DYAC) 2011-12 Application Please type or print (in blue or black ink) your responses. If additional pages are needed to answer the essay questions, please attach additional pages to this application. This application is also available in a fillable form at www.downeyca.org. Click on the link for Downey Youth Advisory Committee and then click on the link “How to get involved with the Downey Youth Advisory Committee”. Type in your responses and the print a copy of the entire application to submit. Name: __________________________ Date of Birth: ____________________ Address: _______________________________City: _____________________ Email Address: ___________________________________________________ Telephone: (Home) ______________________Alternate: __________________ Emergency Contact: ____________________________Phone:______________ School: _______________________________Grade (2011/2012):___________ Please list and briefly describe any classes, skills, and life experience that you feel would qualify you to be a member of the DYAC. Please list and briefly describe your school and community activities (clubs, volunteer activities, athletics, and classes). Why do you wish to serve on the DYAC? What do you feel is the biggest problem facing the youth of Downey today and what do you think the DYAC can do to address the problem? Any additional comments: I have read the application packet and understand the commitment if being a Downey Youth Advisory Committee Member or At Large Member. I also understand I must attend all Committee meetings, activities and programs unless excused by the Chair of the Downey Youth Advisory Committee or City Staff. I declare that all statements contained in this application are true and that any misrepresentation or omission may result in rejection of my application or removal from the Downey Youth Advisory Committee. I hereby acknowledge that I have read and understand the above statements. Applicant Signature: ______________________________ Date: ____________ I understand the commitment involved with the Downey Youth Advisory Committee and approve of my son/daughter applying. Parent/Guardian Signature: ____________________________Date:__________ Print Name: __________________________